What is an SOP (Standard Operating Procedure)?

1. Step 1

   List the processes you want to standardise

   The best approach is to have teams, with or without their managers, draw up a list of processes that may be suitable for SOPs. The management team can then review these processes and set priorities. Keep in mind that not every process needs to be, or can be, standardised.

   Expert tip: in this first phase it is tempting to create an SOP for every process. That is not the idea. Focus on processes that do not need constant changes.

2. Step 2

   Draw up a plan for developing and managing the SOPs

   Use a clear and consistent format

   Once you have a list of processes you want to document, start with a standard format that every SOP follows. Think about how the information should be presented: step-by-step instructions, diagrams, flowcharts or a combination. Always keep the audience in mind. Then create a template so that all SOPs share the same structure and look, which makes them easier to use and understand.

   Set up an effective review process

   Define a process for reviewing and approving SOPs, so that every SOP is checked and approved before it is put into use. Appoint one person who is responsible for the approval, management and quality of the SOPs.

   Make them digitally accessible

   Make sure the SOPs are easily available to your employees. With the Work Instruction App all your employees always have the current SOPs at hand.

   

3. Step 3

   Gather the information needed for the SOP

   Before you start gathering information, it is important to plan how you will go about it.

   • Identify the process experts. One of the best ways to get relevant information is to talk to the experts who work with the process every day. Schedule interviews with them to collect valuable input.
   • Check for existing information. See whether there are already SOPs in certain departments or at other organisations that you can use as a basis. That avoids duplicate work and lets you build on existing knowledge.

   

4. Step 4

   Write the SOP, review it and publish it

   After step 3 you can write the first version of your SOP. Fill in the template with the information from the interviews with the process experts, and have the experts check the result to ensure accuracy. Most organisations follow these steps:

   • Have the SOP reviewed by the process expert.
   • Ask management for input.
   • Make sure the quality requirements for each process are clearly recorded.

   Then publish the SOP(s) to the users within the organisation.

5. Step 5

   Update and maintain your SOPs regularly

   Now that your SOP is ready and available, define rules for continuous improvement. That process can be standardised and documented too: a separate SOP for managing and updating existing SOPs. You have invested a lot of time in high-quality SOPs; keep them current so they do not become outdated as processes change. Create a system where employees can suggest improvements, and appoint an owner who is responsible for maintenance.

   Pro tip: keep it manageable. Organisations often tend to standardise too many processes. Match the number of SOPs and the level of detail to the audience and the maturity of the organisation.

   

Work with digital SOPs in the Work Instruction App